Agenda and minutes

South West Area Committee - Thursday 19th January 2017 6.30 pm

Venue: Gipping Room - Grafton House. View directions

Contact: Trisha Sutton  01473 432512

No. Item


Apologies for absence


Apologies were received from Councillor Cenci.  Councillors Rudkin and Hyde-Chambers were also unable to attend the meeting.


To Confirm or Vary the Order of Business




to vary the Order of Business.  To consider Item 8. Police Priorities after Item 5. to enable the Police to attend, otherwise the order of Business be as printed on the Agenda.


Declarations of Interest


There were no declarations of interest.


Unconfirmed Minutes from the Meeting held on 17 November 2016 pdf icon PDF 114 KB




that the minutes of the meeting held on 17 November 2016 be signed as a true record.


Chairman's Update and Actions from the Previous Meeting


74.1    The new Housing Strategy 2017-2022 would be published later in 2017 than originally planned.  This was due to the Council’s decision to await the publication of the Government’s Housing White Paper and meant that the public consultation period that you were previously advised about would now happen later in 2017.


74.2    It had been brought to the attention of the Committee that the street name plate for Belstead Avenue opposite Maidenhall Approach had been damaged.  This had been reported to the IBC maintenance department and a replacement had been ordered.


74.3    A resident had reported abandoned supermarket trollies in Stoke Park Drive before Christmas but this had been swiftly dealt with.  Councillor Gardiner confirmed that the Chair of the Stoke Park Residents Association had written to the Chief Executive of Asda to resolve the problem.


Police Priorities - South West Ipswich


75.1    Sgt Alisa Newman and PCSO Kerry Green presented the Police Priorities for the South West area and confirmed that the focus was on demand management, crime reduction, safeguarding the vulnerable and community engagement.  Recent changes to the Western SNT included an additional PC and 3 PCSO’s and shift patterns had been changed to include more policing cover at nights and weekends.    Several Police Operations continued and there had been a busy time around Christmas due to the incidents at West Meadows which were isolated within the traveller community.  


75.2    Since April 2016, there had been 14,462 (999) response calls, which was an increase of 16% (over a three year average) and there had been 7,785 (101) response calls, which was an increase of 14% (over a three year average).


75.3    The Police priorities remained anti-social behaviour at Chantry Library, Hawthorn Drive causing issues for the staff but the PCSO’s were working with the youths and there had been reports of anti-social behaviour on mopeds and motor vehicles.


75.4    Reports had been received about street prostitution near Burlington Road however, the Police were not aware of any incidents occurring.  Copies of the Western SNT newsletter were available.  Alderman Park would continue to be monitored and vegetation had been cut back.


75.5    The Chair reported that the following question had been received from a resident prior to the meeting:-


‘Is the Committee aware that crime associated with drug related activity had moved from the Alderman Road area to Gippeswyk Park. 


75.6    Sgt Newman reported that the Police were aware of the issues and the Parks Department and the Railway Services would be notified about the resident’s concerns about the lack of lighting, the large trees casting dark shadows and the broken fences resulting in an increase of anti-social behaviour. 


75.7    In response to a question by Suffolk County Councillor Armitage about a reported abduction the Police Sgt reported that no further information was being released but the incident was not being treated as an abduction.


75.8    Councillor Powell reported that there were drug related incidents occurring at Bell Close/Vernon Street and asked whether a mobile CCTV camera could be sited at this location.  The Police Sgt said that a mobile camera could be used but other evidence would be needed.  It was also reported that the next Police surgery would be held at Vernon Street, the PCSO’s roles had been refocussed to support dedicated areas now and opportunist car crime remained an issue in the South West of Ipswich.     


Ward Councillor's Feedback from their Communities


76.1    Bridge ward


            Councillor P Smart reported that it was the intention of Suffolk County Council to close Ranelagh Road in February 2017 to simplify the junction at the station and Burrell Road.  It was unknown if this would be for 6 weeks (if totally closed) or for 12 weeks if temporary traffic signals were to be installed and he had asked the Councillors to look at the possibility of keeping the road open during the day while doing the work during the night.  


A summit meeting would be held next week to discuss the closure of the Orwell Bridge with Suffolk County Council, Ipswich Borough Council and Highways England attending.  It was likely that discussion would take place about restricting access on the bridge in high winds to high sided vehicles.


Councillor Powell asked about the progress made on the bus shelters at Vernon Street and Gwent House and Councillor P Smart agreed to follow up on these.


Sprites ward


Councillor C Smart asked residents in the Chantry area to contact the Police if anything was known about the attempted harassment or abduction in the South West area. He had attended the Chantry Academy’s Active Learning Trusts ‘Launch for Learning’ to provide educational opportunities for adults in its catchment area.


Gipping ward


Councillor Gardiner expressed his concern about the condition of the roads in the South West area as despite publicity about the mechanism to report them, much of the work was still outstanding.




Suffolk County Councillor Update


77.1    Councillor Gardiner in his capacity as a Suffolk County Councillor reported that the SCC Budget Proposals would be submitted to Cabinet next week following which the report would be submitted to Council for ratification.  


Responses to Public Questions Received and Open Discussion on Local Issues


78.1    The following question had been received from a resident:-


            ‘Could a glass bottle bank be provided in the area of Portman Road, Burlington Road, London Road, Norwich Road and St Matthews Street’ 


78.2    The Waste & Fleet Services Recycling Officer had advised that there were glass recycling facilities at the following locations:  Portman Road car park, Tower Ramparts, Cumberland Towers, Westgate Ward social club and the Household Waste Recycling Centre in Portman’s Walk.  Sainsbury’s, at Hadleigh Road also had several banks and Majors Corner had glass banks near the bus stop/public toilets.


            When selecting a new site for a glass bank the following had to be considered:- noise levels may be a nuisance to nearby properties, access by the large vehicles for emptying of the banks and the permission of the landowners.  They were also not particularly attractive and had to be sited with care.  The installation of a glass bank would be preferred to be provided by our glass contractor as there was no charge for supply of the bank or ongoing maintenance.


            In relation to a bottle bank at the top of Burlington Road, that site would be a good central location however, we had previously been advised by the highways team to keep Barrack Corner clear of additional street furniture as this was the new cycle/pedestrian crossing.  The churches at the top of London Road/Burlington Road were unlikely to have space to site the bank and the collection vehicle would have issues with access to both.  So this location would not lend itself to the siting of a bottle bank unfortunately.  We would keep this under consideration and if a suitable location could be found in the future we would consider the request.


78.3    A resident said that he had spoken to Councillor Gardiner about locations which he thought would benefit from highways works and these were the following:- Halifax Road, Belstead Avenue and the approach to Prince of Wales Drive. 


78.4    The resident was also concerned that the supermarket trolleys at Asda were supposed to stop being wheeled beyond certain places on the pavement where there were signs saying that they could not be removed any further.  Councillor Gardiner said that where repairs had been made to pavements and a new surface had been laid, the devices on the supermarket trolleys were no longer being picked up to stop the wheels from turning.


Equipped Play Strategy Plan Presentation


79.1    Steve Kemp, the Operations Manager for Parks and Sam Teague, Landscapes Officer at IBC presented this item and explained that the Equipped Play Strategy had been agreed subject to an action plan of the play areas in the South West of Ipswich being produced.  The action plan was based on the quality, quantity, accessibility, community involvement and socio demographics of each site and there would be 2 phases of improvements in each of the Area Committee areas.  The improvements would be funded from the Council’s capital funding programme, relevant Section 106 monies and external fundraising.


79.2    The priority sites in the South West were listed and Phase 1 would consist of improvements to the site at Gippeswyk Park and Phase 2 would consist of improvements at 7 sites, dependent on the costs of Phase 1.  Talmash Gardens was considered to have a duplication of provision and equipment from Monmouth Close would be moved to Halifax Road.  Equipment from Sinclair Drive would be moved to Rapier Street and Compair Crescent provision needed to be larger so some equipment would be added.


79.3    Councillor P Smart explained that Section 106 money was a source of funding granted when planning permission was put in place.  Councillor Powell asked about whether the large green at Jamestown Boulevard would have some provision placed on it but Mr Kemp said that there had been no funding provided by the developers at this location.


79.4    Councillor Gardiner stated that it was a good strategy which rationalised the current equipment and recognised the areas requiring additional equipment and he asked if consultation had taken place.  Mr Kemp said that there had been consultation at a local level at the area affected by Phase 1 of the action plan.  The Councillor agreed that the idea of consolidating existing equipment to make certain play areas larger would make for increased usage.


79.5    It was confirmed that the equipment at the play area at Chantry Park met the provision criteria for the area and a future Heritage Lottery bid might be considered at this location.  The green area site at Kelly Road/Lavender Hill was not owned by the Council however, £20k had been agreed by the Committee for outdoor gym equipment at this location should the land become available.


79.6    A resident asked whether work considered for Gippeswyk Park had been consulted on in light of the night time activities currently taking place.  The Officer said that consultation at this site had taken place with parents of children in the area and it could be that the street lights could be kept on in this area.  


SWAC/16/24 Funding request - Bourne Park Approach Road Safety Improvements pdf icon PDF 120 KB

Additional documents:


80.1    The Community Engagement Officer gave the background into this funding request and explained that a petition had been received from local residents in the Bourne Park area who were concerned with safety for users and the access for emergency vehicles.  Following meetings with residents the options had been considered in relation to parking and highways issues about creating a footpath, a hammer head turning and the installation of Grasscrete. 


80.2    It was also reported that disabled parking could be installed at a later date and in terms of area committee funding this request would improve the residential needs and allow for the community to be safer all the year round. 


80.3    Councillor Gardiner asked whether parking would be allowed on the south side of the access road and the Officer confirmed that it would.  Councillor Smart suggested that there be a sign to advertise that parking was available at the other entrance to the park.




            that £13,000 be allocated from the South West Area Committee budget for works to the access road between Wherstead Road and Bourne Park as detailed in Option 1 at section 9.2 of report Ref No: SWAC/16/24, be agreed.


            Reason:  To improve the safety of the area for local residents and park visitors and to improve the parking facilities for park visitors.


SWAC/16 25 Funding request - Hawthorn Drive - Kingfisher Avenue Planters pdf icon PDF 2 MB


81.1    The Community Engagement Officer explained that following a site visit of council Officers and ward Councillors in connection to minor improvements at the nearby shopping precinct on Hawthorn Drive, it had been suggested to replace the planters at the roundabout junction at Kingfisher Avenue be considered, to improve the look of the area.


81.2    It was intended that hardy shrubs and grasses be planted which would require little or no maintenance over the lifespan of the planters.  The position of the planters had been discussed with an Officer at Suffolk County Council about the offset gap from the roadway with clear signage visibility and that they were not in the pedestrian walkway. 


81.3    The Officer confirmed that the five remaining planters would be sited elsewhere, the expected lifespan of the new planters would be 15 years and the size of the planters proposed would be placed to stop vehicles parking at either end of the space available or between planters.  There would also be an option to put any additional plants in the planters as long as the existing planting was not disturbed. 




            that £4,658.69 be allocated from the South West Area Committee budget to enable the provision of planters at the Hawthorn Drive & Kingfisher Avenue roundabout as detailed in report Ref No: SWAC/16/25, be agreed.


            Reason:  To support the sustainment of the neighbourhood hub, to protect safe road use around the Kingfisher Avenue/Hawthorn Road junction and improve the appearance of the area.


SWAC/16/26 Funding request - Oasis English Language Centre - Fire System and Renovation pdf icon PDF 2 MB


82.1    Linda Pepper presented this report and explained that the building at 1 Burlington Road required renovation works to improve the learning facilities for the 75 students who attended weekly.  The school provided English language classes and cultural learning for migrants and refugees of all ages, thereby supporting community cohesion.


82.2    Often three or four lessons took place at the same time whilst a crèche was also being held but some of the rooms were not fit for purpose and also needed fire protection works. 


82.3    A letter had been received from the Ipswich International Church clarifying that, after the rent free period of three years, first refusal would be given to Oasis English Language School on use of the building for another two years subject to both parties agreeing terms.  It was also confirmed that the Central Area Committee had been approached for funding and they had agreed on a ratio basis.




            that £5,881.50 be allocated from the South West Area Committee budget for renovation works at the Oasis English Language School to improve learning facilities and meet fire safety recommendations for the building, be agreed.


            Reason: To improve the safety and facilities of the 1 Burlington Road building for the benefit of the Oasis English Language School and other community groups using the building.   


SWAC/16/27 Funding request - Home Start, South Suffolk & District Additional Capacity pdf icon PDF 842 KB


83.1    Sarah Mann presented this report which requested funding in order to support families in the South West of Ipswich through volunteer visits, advice and referrals.  There had been a significant rise in referrals to the service in the South West as the need had increased dramatically and it was also confirmed that the North West Area Committee had been also been approached for funding and this had been agreed.


83.2    The aim of the service was to empower and work with the strengths available rather than impose intervention and 11 extra South West referrals had been received in the last six weeks bringing the total to 40.  The support spectrum was broad and dependent on the need, suitable volunteers were matched who spent three to four hours per week with the families for anytime up to 6 months and occasionally longer.


83.3    Councillor Gardiner asked why this additional funding had been requested and Ms Mann explained that it was to fill the funding gap until March 2017 due to the significant increase in referrals.  It was confirmed that funding for 2017/18 had been agreed from Children In Need, Comic Relief and the Safer Suffolk Fund and in order to pull in further funding the Homestart schemes were merging to achieve reductions in costs.


83.4    Councillor P Smart asked how cost value could be put on the Home Start service and Ms Mann said that this was difficult to define but the social impact of having no Home Start would have a ripple effect on all other services.




            that £2,745.45 be allocated from the South West Area Committee budget to Home Start South Suffolk & District in order to support families in South West Ipswich through volunteer visits, advice and referrals, be agreed. 


            Reason:  To evaluate the value of support offered by Home Start South Suffolk to families experiencing additional need within the South West Ipswich area. 


SWAC/16/28 Area Action Plan Update pdf icon PDF 52 KB

Additional documents:


84.1    The Community Engagement Officer presented this report which detailed the funding agreed at the last meeting and in response to a question by Councillor Gardiner about the improvement works at the CRESS pavilion, it was reported that the works had been put back until the last of the booked activities had taken place and the work was due to start during the spring.




            that the South West Area Committee Area Action Plan attached at Appendix 1 to report Ref No: SWAC/16/28, be noted.


            Developing priorities to provide the basis of an area delivery plan would enable the Area Committee to clearly communicate its vision and priorities for the area and would help demonstrate how its budget was being allocated to deliver the priorities set for the Area.


SWAC/16/29 Community Dashboard pdf icon PDF 56 KB

Additional documents:


85.1    The Community Engagement Officer presented the Community Dashboard which focussed on the health details of wellbeing and life expectancy of residents in the South West Ipswich Area.  The prevalence of cancer and adult smokers, hospital admissions for self-harm, depression rates and exercise and excess weight rates were also detailed from figures sourced from the Suffolk Observatory.


85.2    The Chair reported that the Overview & Scrutiny Committee were currently investigating Mental Health Awareness at a Task & Finish Group and the statistics about this and the prevalence of dementia were worrying.  




that the Community Dashboard attached at Appendix 1 to report Ref No: SWAC/16/29, be noted.


To provide details to Councillors and the community of the South West area which could be of interest.


SWAC/16/30 Area Committee Budget Update pdf icon PDF 57 KB

Additional documents:


86.1    The Lead Head of Service reported that the £32,836.04 of Area Committee funding had been available at the start of the meeting.  £26,285.64 had been allocated by the South West Area Committee at this meeting, leaving a balance of £6,550.40 available for funding requests at the next meeting.  The Officer said that there would be a review of any unallocated funds which could be returned to the budget before the next meeting and this would be detailed in the next financial report.




            that the financial statement at Appendix 2 to report Ref No: SWAC/16/30, be noted.   


            Reason:  To provide an audit trail of funding that had been spent from the South West Area committee budget.


Dates of Future Meetings 2017/18, all to be held on 6.30pm

·         Thursday 23 March 2017 – Chantry Methodist Church, Kingfisher Avenue IP2 0QN

·         Thursday 15 June 2017 – Stoke Green Baptist Church, Halifax Road, IP1 8RE


(Venues to be arranged)

·         Thursday 27 July 2017

·         Thursday 21 September 2017

·         Thursday 16 November 2017


·         Thursday 18 January 2018 – Gipping Room, Grafton House, Russell Road IP1 2DE


·         Thursday 8 March 2018 – (Venue to be arranged)



·         Thursday 23 March 2017 – Chantry Methodist Church, Kingfisher Avenue IP2 0QN

·         Thursday 15 June 2017 – Stoke Park Baptist Church, Halifax Road IP1 8RE

(Venues to be arranged)

·       Thursday 27 July 2017

·       Thursday 21 September 2017

·       Thursday 16 November 2017

·      Thursday 18 January 2018 – Gipping Room, Grafton House, Russell Road IP21 2DE

·       Thursday 8 March 2018 – (Venue to be arranged)